It can be difficult for tourism managers to arrange hotel reservations for a large group of travelers. We know that tracking multiple bookings can take some time. In addition, being aware of all travel details and complying with the travel regulations for multiple employees who travel to work is a logistical challenge in itself. And that's without taking into account how much the cost can be when booking for a large group.
Whether you're looking for the best group rates, special hotel room amenities, or special deals, our quick guide to large group hotels gives you the tools to better manage your group's hotel bookings.
What to look for before booking a hotel for a large company
Regardless of the type of trip, it's important to know everything you need to know before you hit the road! But it's even more important when booking hotels for large groups and can save you a lot of hassle and expense down the road.
Before creating multiple rooms for a large group, the following should be considered first:
- What type of trip are you booking? The needs of a traveling group working out of the office will be very different from those of a support workforce. Will they need transfers? Or extra gear? Do they need conference rooms at a hotel or transport to another location?
- Traveler's personal preferences : It is important to make group travel as comfortable as possible for each traveler. Consider your group's personal preferences, such as food preferences, which may affect your booking variables.
- Place, place and again place . As mentioned above, knowing where the travelers in your group will be working will affect where you book. Should it be near a convention center or airport?
- Amenities : Chain hotels and hotel rooms vary in size and quality. Business travelers may need a fitness center, high-speed Wi-Fi, or 24-hour concierge services for after-hours relaxation. It is also important to take into account the accessibility of each passenger and, if necessary, provide access for people with disabilities.
- All Additional Conditions: Small details must be taken into account, such as different check-in times depending on the arrival of each passenger and other additional last-minute conditions that may affect group hotel bookings.
Once you have mastered these travel details, you can start looking for the best way to manage all your travel data to ensure that every passenger is taken care of. Luckily, there are many group travel providers that can help you with this.
Travel management software for group hotel bookings
Hotel group booking management doesn't have to be an information field spread across multiple websites, vendors, and spreadsheets. In fact, there are a lot of resources online these days to help you get the best hotel room rates with as little stress as possible .
Travel Management Companies (TMC) offer personalized services to make it as easy as possible to find and book hotel rooms for group travel.
We have everything you need to know about group hotel bookings in one easy to use platform. With TravelPerk, you can book, manage, maintain and report business trips from one screen; no more switching between email threads and looking for the wrong booking links.
For groups of more than 8 passengers, bookings are made by our personal concierge services. This is necessary to ensure continuity and ensure that the entire team has the same track record.
As a corporate group travel specialist, TravelPerk provides group coordinators with an easy-to-use one-stop travel management platform as well as 7-star customer service for hassle-free group travel bookings.
We know that organization and efficiency are top priorities for any travel manager. That's why we help you save time and money when you use TravelPerk for group travel. We negotiate the best rates with the world's largest travel guide . We've also simplified the group booking process as you can pay, notify and bill for all group rides with one account.
Make sure your travel policy is fully aligned with our automated travel policy compliance statements, and a dedicated travel expert is on hand if anyone in your group needs to cancel or change their booking.
Today we know all the tricks to help you get the best room rates so you don't blow your budget on your next group trip.
Find out how TravelPerk makes business travel stress-free
5 Tips to Get Discounts on Group Hotel Bookings
Accommodation bookings typically make up the largest portion of your company's travel expenses. Fortunately, as is the case with other travel service providers, hotels offer companies discounts and special offers for bookings, sometimes even free rooms.
While most discounts start at around 10%, we know there are some tricks to help you get an even better deal.
Here are our top 5 tips for increasing group bookings :
1. Use a trip management platform
The best thing you can do to increase your chances of higher stakes is to work with TMC. As well-connected industry professionals, TMCs like TravelPerk have already worked hard to offer TravelPerk customers the best rates. This discount can be even higher if you are booking for a large group.
2. Use corporate credit cards
Many credit card providers have corporate and business credit cards that give you access to special offers when you use them to book hotels. They can also unlock special benefits, especially for groups, such as extra meals or a free night. Some hotel chains also have loyalty programs that, if used regularly, can offer great benefits for group bookings, such as room upgrades.
3. Ask for long-term discounts
Hotels have high and constant occupancy, which is likely when large groups come to town on business. Stays over 5 nights are generally considered long stays and may unlock discounts for larger groups. Be sure to ask if this option is available when booking.
4. Choose non-refundable rates whenever possible
Some hotels may offer better rates for large groups of business travelers who do not pay in advance. In some cases, hotels may offer discounts of up to 25% here, but be careful. You may encounter cancellations or changes, which can be a dangerous option.
5. Check if your customers have a company code
Finally, for business travel related to meeting clients, it's always worth checking to see if there are any company codes or pre-negotiated discounts that can help keep your living costs down.
Let TravelPerk do all the work for you
At TravelPerk, we help corporate travel managers find the best way to book; That's why we're in business. This is especially true for group tours.
From what you need to know before checking in, to travel management software that can streamline your process, we bring you the best hotels, room rates and booking fees.
Our experienced travel agents take care of every detail for group hotel bookings. From check-in to check-out, everything your group needs can be arranged.
By choosing TravelPerk to manage your group trips, you will enjoy great benefits and exclusive rates for large groups. We save you time by negotiating the most competitive rates for group hotels, including four and five star hotels and major hotel chains around the world. These rates are for businesses only and cannot be found on major travel booking sites.
Finally, when you create a TravelPerk account, you can add pre-negotiated corporate rates and preferred hotel options to your account, meaning you won't miss out on any existing discounts or special offers.
Book your next group business trip with TravelPerk with confidence. Request a free demo from one of our travel experts today.
TravelPerk has a post titled Booking Hotel Rooms for a Group: A Quick Guide.